Draft Performance Work Statement Mobile MRI Trailer Preventive Maintenance and Repair.pdf

DRAFT Performance Work Statement Mobile MRI Trailer Preventive Maintenance & Repair

The Contractor shall provide all labor, material, and equipment to conduct Preventive Maintenance & Repair Services for the government-owned equipment listed below at the specific Department of Veterans Affairs facility.

1. Location of Work Daniel K. Akaka VA Clinic Mobile MRI Trailer:

91-1031 Franklin D. Roosevelt Ave. Kapolei, HI 96707

2. Point of Contact

2.1 The Contracting Officer Representative (COR) or his/her designee shall be the primary Point of Contact (POC).

2.2 The Contracting Officer will delegate Contracting Officer's Representative(s) (COR) to monitor the Contractor's performance. The delegation will specify the limits of the COR's authority.

3. Scope of Work

3.1. This scope of work requests preventive maintenance & repairs for the mobile MRI trailer (AMST model AMGV-152) listed in section 5 of this Performance Work Statement.

3.2 The Contractor shall furnish necessary labor and material to perform preventive maintenance and repairs for the mobile MRI trailer listed in section 5 of this Performance Work Statement.

3.3 All work performed shall be accomplished in accordance with manufacturers’ instructions, including, but not limited to, adjustments, calibrations, lubrication, cleaning, testing, replacement of worn or defective non-consumable parts, etc., required to keep the equipment in good operable condition.

4. Service Report

4.1. The Contractor's service representative will report upon arrival to the Point of Contact or his/her designee. Upon completion of the work, the Contractor's service representative must report in person to the Point of Contact and must present a copy of his /her field service report signed by the Service using the equipment. This report must reflect date and time of service, name of company, contract number, and the name of the Contractor's service representative.

As a minimum, this report must contain a detailed description of any services or repairs performed and must also include a listing of replacement parts, when applicable. The report shall also include any contractor's recommendations necessary to maintain the equipment in best operating condition.

4.2 BOTH THE CHECK-IN AND CHECK-OUT PROCEDURES DEFINED ABOVE ARE MANDATORY

AND WILL BE STRICTLY ENFORCED.

NOTE: Payment of invoices may be delayed if the appropriate reports are not properly completed and are not submitted to the Engineering Service

5. Contractor Responsibilities:

Furnish all parts, labor, materials, facilities, transportation, tools, equipment and all other items deemed necessary to fully maintain the following components of the mobile MRI trailer and to replace defective parts in accordance with needs and specifications:

• HVAC/Chiller system

• Lift gate

• Roller door

• Magnetic Resonance (MR) door

• Emergency generator/Automatic Transfer Switch (ATS)

• Electrical system

• Miscellaneous components

5.1 The service contract covers full maintenance, including regular and systematic inspection of each component of the mobile MRI trailer listed above. During the inspection visit, the Contractor shall:

5.1.1 Inspect, clean, adjust, and/or lubricate the components for the mobile MRI trailer listed above to maintain satisfactory service

5.1.2 Determine the nature and extent of any work required to restore equipment to satisfactory condition and operation as determined by the VA

5.1.3 And, if conditions warrant, furnish and install parts as needed.

5.2 Preventive Maintenance schedule:

5.2.1 Quarterly and Annual preventive maintenance checks shall be performed on the list in

Appendix A of this Performance Work Statement.

5.3 The maintenance contractor shall be escorted by a member of the Facilities Management and Engineering Services Dept at all times.

5.4 Materials to be furnished

The contractor shall furnish all lubricants, cleaning supplies, and tools necessary to perform the work described above. All lubricants shall be recommended by the manufacturer of the equipment.

5.5 Routine Repairs

Contractor to provide service at the site within the next normal workday after the Contractor has been contacted for service. The work is done during regular working hours (0700-1700, Monday thru Saturday) at no additional cost to the Government. Unless it’s an emergency, all federal holidays shall be observed. If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed.

Recognized Holidays:

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

5.6 Emergency Call-Back Service and Repairs

Prompt emergency call back service shall be provided within one (1) hour of receiving a request for emergency service call, 24 hours a day, 7 days a week. After receiving a request for emergency service, the Contractor will have to arrive on-site at the facility within 24 hours of receiving the emergency call, the work shall be performed continuously until the emergency-based situation is mitigated. This call back service shall be rendered at any hour and day of the week as requested at NO EXTRA CHARGE TO THE GOVERNMENT. The emergency call back service COVERS ALL COMPONENTS OF THE MOBILE MRI TRAILER covered in Section 5. If any repairs are required, the contractor will provide an itemized quote to the COR for all emergency repairs for approval prior to repairing equipment.

5.7 The contractor shall obtain all necessary licenses and/or permits required to perform this work.

5.8 The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Hawaii.

5.9 Shutdown of any portion of any system component listed in Section 5, regardless of duration, shall be coordinated through and approved by the VA Facilities Management/Engineering Service staff.

5.10 Contractor shall respond only to calls for service placed by the following VA personnel:

• VA Facilities Management/Engineering Service Maintenance & Operations (M&O) section

• Chief, Facilities Management/Engineering.

• Contracting Officer

5.11 Where the VA gives specific maintenance procedures or guidelines, Contractor shall perform in accordance with these guidelines, in addition to industry guidelines. If the VA does not give a specific procedure, the manufacturer recommended preventive maintenance (PM) procedure as described in the official service manual will be followed, and the Contractor shall submit a detailed description of the procedure to be followed in performance of preventive maintenance (PM).

5.12 Any service required which the Contractor believes to be in excess of the contract provisions and may require additional costs, must not be performed without prior authorization from the Contracting Officer or Facilities Management/Engineering contract office. A separate purchase order will be created to pay for any additional service, if authorized by the VA.

5.13 Contractor shall have a comprehensive inventory of parts and components for all equipment covered under the contract. Inventory should be readily available for necessary repairs in order to limit equipment downtime.

5.14 Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, has been performed in accordance with contract.

Appendix A – Preventive Maintenance Checklist HVAC/Chiller System

• Inspect/change filters

• Inspect Thermostats

• Verify heat strip operation

• Inspect/clean evaporator coil

• Clean/inspect condenser coils

• Inspect electrical contactors

• Verify refrigerant pressures

• Inspect refrigeration piping abrasion

• Lubricate fan motors if applicable

• Inspect covers/fasteners

• Verify compressor amp draw

• Verify condensate pans/drains

• Verify condenser motor operation

• Inspect electrical contactors

• Inspect pump seal

• Lubricate motors

• Clean/replace aluminum filters

• Inspect covers/fasteners

• Verify operating/alarm controls

• Verify CW supply temp 45-75 F

• Inspect/replace glycol filter

• Clean/ inspect condensing coils

• Verify/adjust glycol level

• Verify Condenser motor operation

• Inspect/replace steam tank

• Verify humid control set point

• Inspect/fill water reservoir

• Clean fill and drain valves

• Verify 12 volt pump

• Change humidifier canister every 6 months.

Lift Gate

• Test/inspect lift gate

• Inspect rails/ pins

• Inspect lift fittings/pivot points

• Clean / lubricate slide rails

• Verify lift transport warning switches/lights are working & operation switches/remote

• Inspect/Clean 12 volt battery terminals & cables load test battery

• Inspect lift hydraulic pump cylinders hoses fittings for leaks & verify fluid level

• Verify van battery charger

Roller Door

• Verify roll door controls

• Inspect roll door mounting bolts

• Inspect roll door clutch/hardware

• Inspect roll door side track rails

• Inspect roll door key way

• Clean and lubricate roll door rails chains and cylinder wear block

• Inspect awning

• Inspect bay door shocks/hardware

• Verify bay light operation

MR Door

• Inspect clean and MR door gasket. Verify MR door operation

• Verify MR door lock and the handle operate correctly

• Check MR door for binding and loose hardware

• Check door hinges/stops/latches for proper operation

Generator/ATS

• Clean fuel/water separator & replace filter

• Lamp test on control panel

• Inspect fuel lines & injectors

• Change oil/filters- 250 hours

• Check crankcase breather

• Check hoses/belts

• Verify radiator coolant level

• Verify coolant freeze point & pH

• Verify block heater operation

• Inspect housing mounting bolts

• Inspect muffler/brackets

• Verify battery charging voltage

• Load test battery/clean terminals

• Verify voltage & hertz output

• Record hours run since last P.M. (540.5 hours) Recorded Generator Hours

• Perform loss of power test and verify automatic transfer switch (ATS) is in proper working condition

• Ground Continuity Test and record the results (Very Important)

Electrical System

• Inspect breakers and panels

• Inspect lighting and bulbs

• Inspect power cord and plug, tighten any loose connections to the plug wire

• Inspect 110 volt outlets

Miscellaneous

• Check door hinges/stops/latches for proper operation

• Inspect Slide outs for operation

• Inspect Slide out compressor

• Empty compressor drain and verify Y-strainer is cleaned out

• Check Fire system Last Inspection Date:

• Inspect stair mounts

• Inspect interior flooring

• Verify bay heater operation

• Inspect cabinet latches and hinges

• Inspect landing gear

• Inspect locking pins

• Inspect air drive or air/hydraulic

• Inspect air tanks

• Verify hub fluid levels

• Inspect undercarriage/frame

• Inspect airbags/airlines/fittings

• Inspect shocks/bushings

• Inspect Tires - advise of any issues

• Note hub meter mileage

VISN 21 90 CCA

Contractor Personnel Security Requirements

Reference:

VHA Directive 0710, Personnel Security and Suitability Program/ May 18, 2007 VA Handbook 0710, Personnel Suitability and Security Program/ September 10, 2004

Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA directive 0710 and must receive a favorable adjudication from CCA Personnel Security Specialist or VA Security and Investigations Center (SIC) depending on investigation or screening required. This requirement is applicable to all subcontract personnel. If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement. They must provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening.

1. Position Risk/Sensitivity – For all positions required under this contract, the position risk/sensitivity has been designated as: High Risk, Medium Risk, or Low Risk

2. Background Investigation/Screening –It is anticipated that the Contractor or contract personnel will be providing services at a VA facility(s) for MORE than 180 days under a single contract or series of contracts, or have access to VA computer data systems, the background investigation/screening commensurate with the requirements of this contract is: BI, MBI OR

NACI

3. Contractor Responsibilities

a. The Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language.

b. The Contractor shall submit or have their contract personnel submit the following required forms to the Personnel Security Specialist or VA Contracting Officer, through the COR, within five

(5) business days of contract award

Low Risk Investigative Requirements

i. Standard Form 85, Questionnaire for Non-Sensitive Positions

ii. Standard Form 86A, Continuation Sheet for Questionnaires Iii. Optional Form 306, Declaration for Federal Employment (This form will only be used to record an applicant’s responses, not for Federal employment purposes) Iv. Electronic Fingerprint Verification or FD 258, U.S. Department of Justice Fingerprint Applicant Chart

All forms are located on the VA Background Investigations for Contractors https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwiqucC Su4mTAxUPLzQIHeawHC8QFnoECCEQAQ&url=https%3A%2F%2Fwww.vendorportal.ecms .va.gov%2FFBODocumentServer%2FDocumentServer.aspx%3FDocumentId%3D1580875%26 FileName%3DVA261-14-Q-1135-002.pdf&usg=AOvVaw2vxgX1qkxq4z6pSEfeu- _A&opi=89978449

Prior to completing the required forms, contract personnel should review the Common Errors on NACI Security Questionnaires, Example_SF85, Example_OF306, and General Questions and Answers about OPM background Investigation. This information is located on the web site above.

Incomplete forms will be rejected and could result in a delay of work under the contract.

c. Once the items requested in paragraph 3. b. above are received, VA will pre-screen these items for completeness, and forward them to the appropriate party(s) in order to initiate the required background investigation(s) or screening(s) within fourteen (14) calendar days of appointment. Only after the VA Contracting Officer or Personnel Security Specialist notifies the Contractor that the background investigation(s) or screening(s) was initiated shall the Contractor be authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

d. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract.

e. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default.

4. Government Responsibilities

a. The VA Contracting Officer will ensure a time for contract personnel to complete the fingerprint portion of this requirement, if any, and the COR will responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contractor personnel security requirements described herein.

b. Upon receipt, the local VA facility or VA SIC, depending on the type of investigation/screening required, will review the accuracy of the items requested in paragraph 3. b. above and forward https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwiqucCSu4mTAxUPLzQIHeawHC8QFnoECCEQAQ&url=https%3A%2F%2Fwww.vendorportal.ecms.va.gov%2FFBODocumentServer%2FDocumentServer.aspx%3FDocumentId%3D1580875%26FileName%3DVA261-14-Q-1135-002.pdf&usg=AOvVaw2vxgX1qkxq4z6pSEfeu-_A&opi=89978449 https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwiqucCSu4mTAxUPLzQIHeawHC8QFnoECCEQAQ&url=https%3A%2F%2Fwww.vendorportal.ecms.va.gov%2FFBODocumentServer%2FDocumentServer.aspx%3FDocumentId%3D1580875%26FileName%3DVA261-14-Q-1135-002.pdf&usg=AOvVaw2vxgX1qkxq4z6pSEfeu-_A&opi=89978449 https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwiqucCSu4mTAxUPLzQIHeawHC8QFnoECCEQAQ&url=https%3A%2F%2Fwww.vendorportal.ecms.va.gov%2FFBODocumentServer%2FDocumentServer.aspx%3FDocumentId%3D1580875%26FileName%3DVA261-14-Q-1135-002.pdf&usg=AOvVaw2vxgX1qkxq4z6pSEfeu-_A&opi=89978449 https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwiqucCSu4mTAxUPLzQIHeawHC8QFnoECCEQAQ&url=https%3A%2F%2Fwww.vendorportal.ecms.va.gov%2FFBODocumentServer%2FDocumentServer.aspx%3FDocumentId%3D1580875%26FileName%3DVA261-14-Q-1135-002.pdf&usg=AOvVaw2vxgX1qkxq4z6pSEfeu-_A&opi=89978449 https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwiqucCSu4mTAxUPLzQIHeawHC8QFnoECCEQAQ&url=https%3A%2F%2Fwww.vendorportal.ecms.va.gov%2FFBODocumentServer%2FDocumentServer.aspx%3FDocumentId%3D1580875%26FileName%3DVA261-14-Q-1135-002.pdf&usg=AOvVaw2vxgX1qkxq4z6pSEfeu-_A&opi=89978449 these items to OPM to conduct their portion of the background investigation or screening, as applicable.

c. The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any.

d. Depending on the type of investigation/screening required, the Personnel Security Specialist, or VA SIC will notify the VA Contracting Officer of the adjudicating results of the background investigation or screening.

e. The VA Contracting Officer and Personnel Security Specialist will ensure that the required investigations or screening have been completed or are in the process of being requested.

Personnel Identity Verification (PIV) of Contractor Personnel

In accordance with FAR 52.204-9 and VA Directive 0735 – Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card. See the Accepted Identification Documentation List provided below. The COTR, or designee, will be responsible for sponsoring each contract person that requires a VA-issued identification card.

PIV ID Proofing Criteria

The following criteria must be met by all VA employees, contractors, and affiliates prior to being issued a PIV card.

Table of Accepted Identification (From Form I-9)

Last Update: January 7, 2008

1. Two forms of identification are required from the above list of acceptable documents. Either of the following is accepted:

a. Two forms of identification from the left column (Federal or State Government issued picture ID).

b. One form of identification from the left column (Federal or State Government issued picture ID) and one form from the right column (Non-Picture ID or Acceptable Picture ID not issued by Federal or State Government).

2. Two forms of identification are required from the above list of acceptable documents. Either of the following is accepted:

c. Two forms of identification from the left column (Federal or State Government issued picture ID).

d. One form of identification from the left column (Federal or State Government issued picture ID) and one form from the right column (Non-Picture ID or Acceptable Picture ID not issued by Federal or State Government).

3. The following rules apply for form identification:

a. Any form of identification used for ID proofing may not be expired (except U.S. Passport)

b. Department of Veterans Affairs site/facility badges are not accepted as a valid form of identification.

c. VA PIV Cards are federally issued ID cards and can be used as a valid form of identification.

d. Handwritten or photocopied documents are not accepted.

e. An ID issued before a legal name change (e.g. birth certificate or driver's license) can be presented as one form of ID if a legal document (e.g. marriage certificate/license or a court order) is also presented linking the previous name to the current legal name. The linking document has to display both the former and current legal names. Both documents must be valid and not expired (except U.S Passport). For example, a married woman may use both a certified copy of her birth certificate displaying her maiden name and a driver’s license displaying her married name as the 2 forms of ID compliant with PIV Guidelines, as long as she provides a marriage license displaying both her maiden name and married name.

f. The Applicant’s name listed on the VA PIV Registration Portal, Request for One-VA Identification Card, must match the name on one of the IDs presented by the Applicant.

g. The names on both forms of ID presented for ID proofing must match exactly. If one form of ID has a middle name or initial, the other form of ID must have a matching middle name or initial. One form can contain a middle name and the other can have a middle initial as long as the they match. ALL names must be accounted for on both forms of ID. Please see the acceptable and unacceptable ID proofing examples provided below.

ACCEPTABLE NAME VARIATIONS

ID # 1 – John Henry Smith; ID # 2 – John Henry Smith

ID # 1 – John H. Smith; ID # 2 – John H. Smith

ID # 1 – John Henry Smith; ID # 2 – John H. Smith

UNACCEPTABLE NAME VARIATIONS

ID # 1 – John Henry Smith; ID # 2 – John Smith

ID # 1 – John H. Smith; ID # 2 – John Smith